Document Controller

Confidential Company; Dubai; On-site; AED 180,000 - 260,000; Full time

Job summary

Confidential Company in Dubai is seeking an experienced administrator to provide comprehensive executive support to senior management and manage confidential documents. The role demands high organization, proactive coordination with multiple stakeholders, and meticulous record-keeping to enable day‑to‑day business operations.

You will manage calendars, meetings, travel arrangements, prepare presentations and reports, and ensure secure handling of sensitive information.

Qualifications

• Bachelor’s degree in Business Administration, Management, Information Management, or a related field.
• 3–5 years of relevant experience in document control, executive assistance, administration, or a similar position.
• Previous experience in construction, contracting, real estate or engineering is preferred.
• Excellent written and verbal English communication skills.
• Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
• Experience with document management systems such as Aconex, Procore, SharePoint, EDMS, or similar platforms is an advantage.

Responsibilities

• Establish and maintain an effective document control and filing system for electronic and hard-copy documents.
• Receive, register, classify, track, distribute, and archive documents in accordance with company procedures.
• Maintain accurate document registers, logs, trackers, revision histories, and status reports.
• Ensure all documents are properly identified, version‑controlled, and accessible to authorized personnel.
• Coordinate the circulation, review, approval, and submission of documents between management, internal departments, consultants, contractors, and external stakeholders.
• Maintain organized records of correspondence, reports, contracts, presentations, meeting minutes, and other important documentation.
• Ensure confidential and sensitive documents are handled securely and shared only with authorized parties.
• Provide high-level administrative and organizational support to the assigned Director/Executive.
• Manage calendars, appointments, meetings, and daily schedules.
• Coordinate internal and external meetings, including invitations, meeting rooms, agendas, presentations, and required documents.
• Prepare meeting agendas, minutes, action trackers, presentations, reports, and business correspondence.
• Follow up with relevant departments and stakeholders on management decisions and outstanding actions.
• Manage and organize incoming and outgoing correspondence, emails, and official communications.
• Coordinate business travel arrangements, accommodation, transportation, and itineraries when required.
• Assist in preparing presentations, reports, dashboards, and management updates.

Skills

English communication

MS Office

Document management systems

Education

Bachelor’s degree in Business Administration/Management/Information Management

Tools

Aconex

Procore

SharePoint

EDMS

Job description

Will provide comprehensive administrative and executive support to senior management while ensuring the efficient management, control, organization, and distribution of company and project documentation. The role requires a highly organized, detail-oriented, and proactive individual who can manage confidential information, coordinate with multiple stakeholders, maintain accurate document records, and support the executive in day‑to‑day business activities.

Key Responsibilities:

• Establish and maintain an effective document control and filing system for electronic and hard-copy documents.
• Receive, register, classify, track, distribute, and archive documents in accordance with company procedures.
• Maintain accurate document registers, logs, trackers, revision histories, and status reports.
• Ensure all documents are properly identified, version‑controlled, and accessible to authorized personnel.
• Coordinate the circulation, review, approval, and submission of documents between management, internal departments, consultants, contractors, and external stakeholders.
• Maintain organized records of correspondence, reports, contracts, presentations, meeting minutes, and other important documentation.
• Ensure confidential and sensitive documents are handled securely and shared only with authorized parties.
• Provide high-level administrative and organizational support to the assigned Director/Executive.
• Manage calendars, appointments, meetings, and daily schedules.
• Coordinate internal and external meetings, including invitations, meeting rooms, agendas, presentations, and required documents.
• Prepare meeting agendas, minutes, action trackers, presentations, reports, and business correspondence.
• Follow up with relevant departments and stakeholders on management decisions and outstanding actions.
• Manage and organize incoming and outgoing correspondence, emails, and official communications.
• Coordinate business travel arrangements, accommodation, transportation, and itineraries when required.
• Assist in preparing presentations, reports, dashboards, and management updates.

Qualifications & Experience:

• Bachelor’s degree in Business Administration, Management, Information Management, or a related field.
• 3–5 years of relevant experience in document control, executive assistance, administration, or a similar position.
• Previous experience in construction, contracting, real estate or engineering is preferred.
• Excellent written and verbal English communication skills.
• Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
• Experience with document management systems such as Aconex, Procore, SharePoint, EDMS, or similar platforms is an advantage.